Gmail setup for administrators In this guide 1. Turn on features in your Admin console 2. Import your old emails 3. Use labels and search 4. Add your signature 5. Use Gmail with a secondary email address 6. Train your team
What you’ll need ● A G Suite administrator account ● 30 minutes
Meet Gmail at work You may already be familiar with Gmail as a way to keep in touch with family and friends. But did you know that Gmail has powerful business features, too? With your G Suite account, you can use Gmail to quickly organize and find important messages. Managers can delegate their mailboxes to another team member. You can schedule a Hangouts meetings from your inbox. All that, and much more. Here’s how we suggest you get started...
1. Tailor settings
2. Import mail
3. Use labels and search
4. Add a signature
Find Gmail in your Google Admin console To begin setting up Gmail for your team, go to the Gmail page in your Admin console. You’ll then turn on some key business features. 1. Sign in to the Google Admin console with your G Suite email address and password. 2. From the dashboard, click Apps. 3. Click G Suite. 4. Scroll down and click Gmail from your list of services.
5. Use an alias
6. Train your team
Click a step to browse
1. Tailor settings
2. Import mail
3. Use labels and search
Open your Gmail settings You can select options for how people on your team can send and manage their email from the Gmail page in your Admin console. We recommend setting options to allow people to import mail from their old email program, receive email read receipts, and delegate their mailbox to another team member. To begin, click User settings to open the Advanced settings page.
T
4. Add a signature
5. Use an alias
6. Train your team
1. Tailor settings
2. Import mail
3. Use labels and search
4. Add a signature
5. Use an alias
6. Train your team
Turn on recommended settings for your team On the Advanced settings page for Gmail, find the following sections to turn on recommended features. You can review other settings, too. Don’t forget to Save Changes when you’re done. User email uploads
Allow users to upload mail using the Email Migration API. Allow users to import mail from Yahoo!, Hotmail, AOL or other webmail or POP3 accounts.
Email Read Receipts
Allow email read receipts to be sent to any email address.
Mail Delegation
Let users delegate access to their mailbox to other users in the domain.
Tailor settings
2. Import mail
3. Use labels and search
4. Add a signature
5. Use an alias
6. Train your team
Import your old mail to your new Gmail account If you keep your life in your inbox, you’ll probably want to import your old email to your new G Suite Gmail account. For instructions on how to import your old mail, click the link below that best matches your old mail program. We’ll take you to steps outside this guide to import your mail. When you’re done, come back here to finish this guide. Where is your mail now? ● Microsoft Outlook® 2003—13® ● Mac program like Apple mail or Thunderbird® ● Webmail host like Yahoo®, Hotmail, or AOL® ● A personal Gmail account Learn more: See all import options
Tailor settings
Import mail
3. Use labels and search
4. Add a signature
Go to your Gmail inbox Now that you’ve turned on key Gmail features and imported your old mail, let’s get your Gmail inbox ready for business. You and your team can open Gmail: 1. From your browser’s address bar: enter mail.google.com/a/yourdomain.com (or mail.yourdomain.com if you customized your Gmail service address). 2. From another G Suite service you’re signed in to, like Calendar or Drive: click the App Launcher at the top of the page and then click Mail. (As the administrator, you can open Gmail directly from the Admin console and return to it later using the App launcher.)
5. Use an alias
6. Train your team
Tailor settings
Import mail
3. Use labels and search
Organize messages using labels You’ll probably want to organize your messages for business purposes. In your old mail program, you may have stored messages you want to keep in folders. Gmail doesn’t use folders, but labels. An email can have several labels, making it much easier to find what you’re looking for. For example, you could give an email from a client both the Clients label as well as the Projects label. There is only one copy of the email, but clicking either label will bring it up.
4. Add a signature
5. Use an alias
6. Train your team
Tailor settings
Import mail
3. Use labels and search
4. Add a signature
5. Use an alias
Tag messages you want to label Create a label and tag an email message by following these steps: 1. At the top of an email message, click
.
2. Select Create new, enter the name for the new label, and click Create. 3. The label is automatically applied to the message. Here’s the good part. You can assign as many labels to a message as you want, and then find the message by searching for any of its labels. To tag more messages with a label: Select the messages by checking their boxes from your inbox, click Labels box of the labels you want to add the the messages.
and check the
6. Train your team
Tailor settings
Import mail
3. Use labels and search
4. Add a signature
5. Use an alias
6. Train your team
Find labeled messages To list all messages that have a particular label, do one of the following:
● On the left under Compose, click the label from the sidebar. ● Or, in the search box, type in:labelname (where labelname is the name of your label). Next, let’s look at some other ways to use Gmail’s search box...
Learn more about how to create labels
Tailor settings
Import mail
3. Use labels and search
Search emails by keyword We just saw how you can use Gmail’s search box to find messages tagged with a particular label. But you can use search in other ways, too. First, you can search for one or more keywords that appear anywhere in the message—in the subject, body, or sender name. Results show messages that contain all your keywords.
4. Add a signature
5. Use an alias
6. Train your team
Tailor settings
Import mail
3. Use labels and search
Refine your search To narrow down your search even further and open more search options, click the Show search options arrow in the Gmail search bar. Here, you can enter specific search criteria, such as the date of the email and whether or not it has a file attachment. For example, maybe you want to find a message from Alice that has an attachment and was sent within a particular timeframe. And if you want to search more quickly...
4. Add a signature
5. Use an alias
6. Train your team
Tailor settings
Import mail
3. Use labels and search
4. Add a signature
5. Use an alias
6. Train your team
Use search shortcuts You can enter your search criteria directly in the search bar, without having to open the search options. For example, enter from:alice in the search bar to find messages from Alice. Add has:attachment to refine your search and find only her messages that have an attachment. Remember to put a space between your search criteria. You’ll be surprised at how quickly you can find a specific message, no matter how large your Inbox!
Learn more about searching in Gmail
Tailor settings
Import mail
Use labels and search
4. Add a signature
Create your professional email signature You can automatically add a signature to messages you send. Your signature might include your name, title, and company contact information. 1. From the top of the page in Gmail, click and select Settings. 2. On the General tab, scroll down to the Signature section to compose your signature. Use the format bar to add text colors, styles, links, and even a picture. But before you save that change...
5. Use an alias
6. Train your team
Tailor settings
Import mail
Use labels and search
Show your signature in replies Your signature will appear at the end of all messages you send, but unless you specify otherwise, it’ll be hidden in replies to your messages. If you want your signature to always be visible—even in replies—check the insert this signature before quoted text box. When you’re done, click Save changes.
4. Add a signature
5. Use an alias
6. Train your team
Tailor settings
Import mail
Use labels and search
Add a signature
5. Use an alias
6. Train your team
Use an alias to send mail If you want to have a secondary email address, you add an email alias and then send and receive emails for both addresses in the same Gmail inbox. For example, you could have
[email protected] and
[email protected]. Adding an alias doesn’t count towards your user number limit. Using aliases, you can also send messages from either your primary or the alternate email from the same Gmail inbox. After you set up an alias, you click your address in the From field of a new message select the email address you want the recipient to see.
Learn more: Send mail using an alias
Tailor settings
Import mail
Use labels and search
Add a signature
5. Use an alias
6. Train your team
Set up your alias in Gmail 1. Sign in to G Suite and open Gmail. 2. In the top corner, click
and select Settings.
3. In the Accounts tab in the Send mail as, click Add another email address you own. 4. Enter the alternate email address (and optionally, a new name), leave the default Treat as alias box checked and click Next Step >>. 5. Click Send Verification. 6. To verify the new alias, do one of the following: ● Sign in to your alternate email and click the link in the verification email. ● Enter the confirmation code in the Accounts section of your G Suite email settings. Note: If you don't receive the verification email, contact your G Suite administrator to confirm if the domain alias or email alias option is configured. Learn more about managing your email aliases.
Tailor settings
Import mail
Use labels and search
Add a signature
Use an alias
6. Train your team
Gmail to-do list for your team Now that you’ve started using some of Gmail’s business features, it’s time to help your team get started with Gmail. Here’s what we suggest each member of your team does first.
Have each person: 1. Import their contacts to Gmail. 2. Learn basics of sending mail. 3. Create their signature, labels, and filters.
Tailor settings
Import mail
Use labels and search
Add a signature
Use an alias
Get more training for your team As for next steps? For even more Gmail info and training, you and your team should visit the G Suite Learning Center: gsuite.google.com/learning-center. Visit the Learning Center You’ll find: ● Gmail training guides and videos ● Business user FAQ ● More Gmail business features
6. Train your team
Congratulations! You’ve set up Gmail for your team.
Now you know how to: Tailor Gmail settings in the Admin console Import your email to Gmail Organize and find your messages with labels Search for Gmail messages Create your professional signature Add an alternate email address (alias) Train your team to use Gmail
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